Downtime to shopping applications and what you need to do

Enhancements are being made to the Supplier Create/Amend and Shopping Applications to improve these functionalities, making it easier for you to manage your buying and shopping actions

Apr 29 2020

These improvements will be live from the beginning of June. To make this possible there will be several periods when shopping related apps will be unavailable, see she table below:

App / Report

Impact

Time and Date From

Time and Date To

Request Supplier

Unavailable

6:00 pm - Sunday 17th May

11:00 pm – Monday 1st June

Request Supplier Change

Unavailable

6:00 pm - Sunday 17th May

11:00 pm – Monday 1st June

e-Store (incl. ‘Can’t Find’, ‘My Carts’ and ‘punchouts’)

Unavailable

6:00 pm – Friday 22nd May

11:00 pm – Monday 1st June

Simple Shop

Unavailable

6:00 pm – Friday 22nd May

11:00 pm – Monday 1st June

Service Shop

Unavailable

6:00 pm – Friday 22nd May

11:00 pm – Monday 1st June

Create Invoice Plan

Unavailable

6:00 pm – Friday 22nd May

11:00 pm – Monday 1st June

The following applications - Simple Shop, Service Shop, eStore, Can’t Find and Create Invoice Plan will be unavailable from 6pm Friday 22 May until 11pm Monday 1 June. Local arrangements may require this to be earlier, ensure you follow you organisational communication

Actions required by shoppers and approvers before the downtime:

  • New suppliers/ supplier requests and changes need to be submitted prior to the downtime - 6pm Sunday 17th May.
  • Shoppers and approvers need to ensure that all shopping carts are submitted and approved by the start of downtime - 6pm Friday 22nd May.
  • Any requests that have not been approved ahead of the downtime will no longer be valid and will be deleted prior to go live. They will need to be re-submitted using the new applications when the enhancements go live 11pm 1st June.

Payment of existing suppliers with open POs during downtime

Shoppers will be able to continue to record receipt of goods and services and payments. Any invoices against existing POs will continue to be paid.

Alternative methods of payment during system downtime

Existing supplier

During the system downtime, if users have an urgent requirement to pay an existing supplier where they have not raised a purchase order, they should either use the ‘NPO Transactions’ App (utilising the Non PO functionality) if they have access, or pay the existing supplier by Purchasing Card.

New supplier

If an urgent payment needs to be made to a new Supplier (not yet created in SAP), and where this cannot wait until go-live, users could again use the ‘NPO Transactions’ App (utilising the One Time Vendor functionality) if they have access, or pay the new Supplier by Purchasing Card.

No PO

Please follow your organisation’s process for non PO payments and read the guidance.

Purchasing cards (Pcards)

Purchasing card applications can be completed via the IBC portal. These should be done as soon as possible to allow maximum time for the card to be received by the applicant. Read the guidance for more information on using Pcards.

  • Purchasing card limits can be temporarily increased to provide additional assurance during this period of downtime. Limit increase requests can also be completed through the IBC Shared Services (IBC) Portal.